WATERVILLE ESTATES VILLAGE DISTRICT MARCH 25, 2015 AGENDA

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2 WATERVILLE ESTATES VILLAGE DISTRICT MARCH 25, 2015 AGENDA 1. MEETING CALLED TO ORDER---- Establish New Seating Arrangements & Rules of Order 2. APPROVE FEBRUARY MEETING MINUTES 3. FINANCIAL REPORT Year to Date Operations 4. OLD BUSINESS 1. New accountant search results - Verbal Budget Hearing Proposed Budgets for Cash Flow Analysis 2. Capital Items 3. Operating Expenses 5. Warrant Articles 6. Ski Area operations 7. HVAC and Generator Installation Update 8. ADA Update 1

3 9. NEW BUSINESS WATERVILLE ESTATES VILLAGE DISTRICT MARCH 25, 2015 AGENDA 1. Election Procedure - Formalize Existing Procedure 2. Swimming Pool Construction Report 3. Capital Project Summary Report Form 10. EXECUTIVE SESSION 2

4 FINANCIAL REPORT AS OF MARCH 24, 2015 INCOME CAMPTON TAXES $226,478 CAMPTON INTEREST $1,993 CAMPTON PRIOR YR TAXES $130,518 THORNTON TAXES $0.00 THORNTON INTEREST $160 THORNTON PRIOR YR TAXES $14,216 MISCELLANEOUSE $2,663 TOTAL INCOME 376, EXPENSES HVAC Repairs $1,040 General $5,455 Mower/Snow Blower ($1,810) Total Major Building & Rec. Elements $4,685 3

5 General Government WEVD Admin $17,469 Assist. Admin $6,567 Retirement Contribution $3,365 Social Security $1,537 Medicare $328 Health Insurance $3,831 NH Unemployment $66 Workers Comp. Insurance $13 Dental Insurance $200 Health Reimbursement $1,431 Cell Phone $270 Commissioners Stipend & Expense $500 Legal/ Consulting $1,400 Telephones $328 Advertisements $171 Postage $195 Uniforms $168 4

6 Bank/Finance Charges $13 Payroll Expenses $112 Total General Government $37,963 Office Supplies $685 Taxes/Fees/Charges $329 Total $38,977 Highways & Streets Roads $9,605 Seasonal Plowing $7,759 Contractor Plowing $19,753 Payroll Taxes $1,463 Health Insurance $2,748 Dental Insurance $252 Retirement $878 Travel Expense $312 Cell Phone $75 Misc. material & Supplies $1,161 Road Sand & Salt $6,264 5

7 Equipment Rental $467 Equipment Repair $87 Diesel Fuel $3,303 Plow Gear & Sanders $348 Oil & Filters $78 Osh Kosh Repairs $827 Truck Repairs $2,682 Back Hoe Repair $942 Shop Supplies $1,487 Small Tools/Equipment $267 Shop Electricity $1,442 Shop Heat $1,981 Total Highway & Streets $64,182 Water Dist. & Treatment System Repair, Material, Supplies $10,381 Water Testing $824 Telemetry $2,006 Subscriptions/ Dues $459 6

8 Water System Electricity $19,075 Licenses/fees/education $130 Total Water Dist. & Treatment $32,875 Public Safety Alarm, Fire & Water $590 Safety Supplies $30 Fire & Security $3,155 Total Public Safety $3,774 Culture & Recreation Building Wages $8,265 Payroll Taxes $610 Dental Insurance $49 Retirement $784 Travel $186 Cell Phone $50 Ski Area Insurance $13,781 Snowcat Repairs & Maint. $2,001 Building Infrastructure $2,590 7

9 Pool Repair & Maint. $2,066 Outdoor Lighting $3,976 Building Elect. $8,615 Building Heat $25,289 Total Culture & Recreation $68,262 Total Expense $221,754 Net Ordinary Income $163,274 Net Income $163,274 Northway Operating Account $155, Meredith Village Bank $113, Total Accounts Balances $268,

10 2015 DRAFT BUDGET 2014 Actual 2015 Budget Debt Service Tank Bond 42,587 41,680 General Government Admin. Assistant 1,856 26,886 WEVD Manager 73,152 76,911 Retirement Contribution 9,922 7,818 Social Security 5,179 6,573 Medicare 1,019 1,536 Health Insurance 13,424 24,294 NH Unemployment Workers Comp. 4,052 8,121 Travel Reimbursement Dental Insurance 1,307 1,216 Health Reimbursement 6,200 6,746 Bonuses 1,700 9,121 Payroll Taxes

11 2015 DRAFT BUDGET 2014 Actual 2015 Budget Employee Benefits Other 6,000 10,000 Total Employee Benefits 124, ,693 Cell Phone 880 1,097 Commissioners Stipend & Exp. 5,520 3,627 Accounting/Taxes/Audit 5,680 6,218 Legal/ Consulting 18,057 12,192 Insurance 15,965 17,000 Telephones 1,372 1,450 Radios/Repeaters 1,525 1,500 Computer Services 9,548 4,145 Advertisements Postage Uniforms Bank/Finance Charges 602 1,036 Payroll Expenses Total General Government 185, ,628 10

12 2015 DRAFT BUDGET 2014 Actual 2015 Budget Office Supplies 2,455 1,422 Taxes/Fees/Charges 1,849 1,295 Highways & Streets Roads 61,476 66,976 Seasonal Plowing 5,810 10,830 Contractor Plowing 27,757 15,545 Payroll Taxes 5,901 6,615 Health Insurance 8,821 5,704 Dental Insurance Retirement 3,583 3,808 Travel Expense Cell Phone Misc. Material & supplies 48,150 17,617 Calcium/Magnesium Chloride 0 3,000 Cold Patch 0 2,591 Roadside Mowing/Sweeping 3,530 4,145 11

13 2015 DRAFT BUDGET 2014 Actual 2015 Budget Culver Expense 0 2,073 Road Sand & Salt 18,534 17,000 Equipment Rental 1,636 3,627 Equipment Repairs 3,760 1,295 Misc. Projects 3,318 3,109 Diesel Fuel 20,182 20,726 Plow Gears & Sanders 1,901 4,000 Oil & Filters Maintenance & Tune Ups 1,346 5,000 Osh Kosh Repairs 2,416 2,073 Truck repairs 5,608 6,000 Back Hoe Repair 14,543 7,000 Body Maintenance Tires 3,521 3,500 Shop Supplies 5,937 4,145 Small Tools/Equipment 4,604 3,500 12

14 2015 DRAFT BUDGET 2014 Actual 2015 Budget Large Equipment/Tools 7,226 1,400 Grader Repairs 882 3,109 Shop Electricity 2,973 3,109 Shop Heat 4,183 3,000. Total Highway & Streets 274, ,018 Water Dist. & Treatment System Repair, Material, Supply 91,114 26,000 Water Testing DES 1,427 2,358 Leak Repairs 6,410 16,000 Water Treatment Chemicals 7,223 8,291 Engineering 8,122 7,500 Equipment Rental 0 1,036 Telemetry 3,900 8,000 Misc. Projects 0 8,000 Subscriptions/Dues 1,436 1,295 Water System Electricity 73,598 78,000 13

15 2015 DRAFT BUDGET 2014 Actual 2015 Budget Water System Propane Licenses/Fees/Education 1,110 1,451 Generator Maint 0 5,000. Total Water Dist. & Treatment 194, ,501 Public Safety Alarm, Fire & Water 2,153 4,145 Radio Communications 1,326 0 Safety Supplies 318 1,606 Fire & Security 7,855 7,254 Total Public Safety 11,652 13,006 Culture & Recreation Building Wages 48,059 51,287 Payroll Taxes 4,504 4,382 Retirement 3,086 3,696 Health Insurance 1,961 5,704 Dental Insurance

16 2015 DRAFT BUDGET 2014 Actual 2015 Budget Travel Cell Phone Ski Area Insurance 13,125 13,781 Snow Cat Maintenance 2,902 4,000 Building Infrastructure 64,400 28,000 Employee Training Pool Repair & Maintenance 7,053 4,819 Outdoor Lighting 1, Building Electric 51,172 61,000 Building Heat 63,997 69,088 Total Culture & Recreation 262, ,882 Capital Preservation Plan Paving 90,010 28,000 Equipment, F-550 Truck & Plow 0 90,000 Approved 2014 Water Capital Repairs ,000 Recreation Element 15

17 2015 DRAFT BUDGET 2014 Actual 2015 Budget Furniture Replacement 0 5,000 Interior Renovations Complete 0 6,500 HVC 0 40,000 Roof, Asphalt shingles, Re canter 0 23,000 Lift Maintenance 0 15,000 Tennis / Basketball Courts 0 19,224 Paint, walls, finishes, exterior 1,190 10,000 Rec Elements 71, ,724 Total capital Preservation 163, ,724 Growth and New Water Element 29,858 0 Back Up Power Ski Bowl 33,563 20,000 Back Up Power Sunset/Weetamoo 25,320 20,000 Power Backup Hill Top 9,320 15,000 Mower/Snow Blower 33,491 0 Rec Center Back Up Power 96 20,000 16

18 2015 DRAFT BUDGET 2014 Actual 2015 Budget Power Backup Liberty Lane 0 20,000 Power Backup Reservoir 0 20,000 Outdoor Pool Expansion 76,942 0 New Wells 58 20,000 Expand/Upgrade Kitchen ,000 ADA ,000 General/ Other 162, Total Growth & New 371, ,000 Rec. Fund Contingency 63,654 64,672 Ski Area Operation Off Set 30,000 30,000 Total Cap., Pres & Grow., New 532, ,396 Total Expenses 1,598,670 1,515,112 17

19 2015 CAPITAL ITEMS WEVD CIF GENERATERS $ $0.00 NEW WELL $20,000 $0.00 SMALL CIF ITEMS $0.00 $10,000 CAMP BATHROOMS $0.00 $15,000 UPGRADE LOCKER ROOMS $0.00 $40,000 TILE REMAINING ENTRY LEVE $0.00 $15,000 EXPAND/UP GRADE KITCHEN $15,000 $0.00 ADA IMPROVEMENTS PARKING & SIGNS $30,000 $0.00 FAMILY CHANGING ROOM $30,000 $0.00 DOORS/RAILS CONFIG. $7,000 $0.00 POOL ACCESS $10,000 $0.00. TOTAL $227,000 $80,000 18

20 2015 RESERVE COMPONENT ROADS ELEMENT ASPHALT PAVEMENT and OVERLAY $28,000 F-550 TRUCK & PLOW approved 2014 $90,000 WATER ELEMENT CAPITAL REPAIRS/PUMP STATIONS $25,000 RECREACTION ELEMENT FURNITURE PHASE REPLACEMENT $5,000 REC INTERIOR RENOVATIONS COMP. $6,500 HVAC REPAIRS $40,000 ASPHALT SHINGLES REC.CENTER $23,000 LIFT MAINTENANCE $15,000 TENNIS/BASKETBALL COURT $19,224 REC CENTER PAINT FINISHES, EXTERIOR $10,000 TOTAL $261,724 19

21 THE STATE OF NEW HAMPSHIRE WATERVILLE ESTATES VILLAGE DISTRICT Notice and Warrant 2015 DRAFT To the inhabitants of the Waterville Estates Village District in the town of Campton and Thornton, County of Grafton, in said State, qualified to vote in Waterville Estates Village District affairs: You are hereby notified to meet at the Summit Lounge at the Community Center Building located at the Village Center of Waterville Estates in the town of Campton on Saturday, April 18th, 2015 at 10 AM to act upon the following Articles: ARTICLE 1: To choose one Commissioner for the three year term; Clerk, and Treasurer for the ensuing year. 20

22 DRAFT ARTICLE 2: To see if the District will vote to raise and appropriate the sum of One Million Five Hundred Fifteen Thousand One Hundred Twelve Dollars and no cents ($1,515,112.00) to fund the remainder of the 2015 operating budget with an offset of Two Hundred Thirty Eight Thousand Six Hundred Sixty Four Dollars and no cents ($238,664.00) to come from unreserved fund balance. 21

23 WATERVILLE ESTATES VILLAGE DISTRICT (WEVD) ELECTION PROCEDURE The following voting procedures for the WEVD are formally codified and adopted as of 2015 by the WEVD Commissioners signed hereunder At the beginning of each annual meeting per RSA 670:2 Election of Officers will be conducted as the first Warrant Article of business. Officer s Terms: Commissioners 3 years Moderator 2 years elected on even years Treasurer - 1 year Secretary 1 year RSA 670:1 Election Day The election of WE Village District Officers shall be conducted at the annual meeting of the Village District which shall be held between January 1 and May 1 of each year. RSA 670:2 - Officers Election - The voters of the Village District shall, at each annual Village District election, elect a moderator, a clerk, 3 commissioners, a treasurer, and such other officers as may be directed by law or as the voters thereof may judge 22

24 necessary for managing the District s affairs. The Waterville Estates Village District, having installed one commissioner to serve for one year, one to serve for two years and one to serve for three years, at every annual meeting hereafter, will elect one commissioner to serve for three years. A Village District Officer shall assume office upon his/her election and qualification for office, and shall serve until the election and qualification of his successor. The Moderator will be the last officer elected at the District Annual Meeting. RSA 40:1 Election Every 2 years, a moderator shall be chosen by ballot, by plurality vote. The moderator so chosen shall assume office upon the adjournment of the regular District business meeting held in that year in accordance with RSA 39:1 or 39:2-a and upon qualification for office, whichever is later. The moderator shall serve through the adjournment of the regular District business meeting 2 years following the moderator s election and until the qualifications of a successor, whichever is later. The election of the moderator in the District shall be at the annual meeting in every even numbered year. RSA 670:4 Nominations and Election Procedure To be a candidate for any Village District office, a person must have a domicile in the Village District and be a registered voter of the Town in NH where he/she resides. Nominations and a Second for 23

25 each office will be taken from the floor of the District Meeting by the Moderator. The residency of the nominee will be verified from the current registered Town voting lists available at the meeting. Each nominee will be offered a two minute time slot to express their interest and qualifications for the office to which they have been nominated. An optional two minute Q&A directed by the Moderator will be provided to each nominee. RSA 670:4a Filing Candidacy No person shall file as candidate for a Village District office for more than one seat on the Village District Commission, committee or council. RSA 670:8 Non-Ballot Voting The Village District will vote to elect District Officers by ballot at the Village District Election as follows : The vote for each officer will be taken by show of a Ballot immediately after the nominations for that officer is closed and Nominating speeches and questions are given. Ballot cards will be distributed to registered voters upon entry to the hall. A secret Ballot will be made available upon request of three or more Village District voters present at the meeting. In such case the Moderator will collect the individually handwritten yellow Ballot cards (that will be available at the meeting) containing the name of the selected nominee. The Moderator will oversee the passing, collection and counting of the yellow Ballots. 24

26 In the case of a secret Ballot the voting will remain open for 1 hour. The Moderator will announce the results upon collection of all the eligible yellow Ballots or after one hour whichever comes first. RSA 670:12 Vacancies The commissioners shall make appointments to fill vacancies in the officers of Village District clerk, moderator, and treasurer, and their own board. In the case of a vacancy in the office of commissioner with a 2 or 3 year term, the remaining commissioners shall make an appointment to fill said vacancy until the next annual meeting of the District, at which time Commissioner(s) shall be elected to fill the unexpired term. 25

27 PROJECT Number - 15 Capital Project Summary Report This report will be prepared for any WEVD approved capital project expected to cost more than $20,000 to complete. The report will be prepared 90 days after the project is completed Project Name Project Description Approval Date and Authority Expected Start and Completion Date Anticipated Cost Project Manager Contractors, Sub Contractors and Consultants Used Notes: (Special materials used, extraordinary weather conditions encountered, regulatory considerations, ect.) Final Cost Variance from Anticipated Cost Date Completed 26